IN PROGRESS
What is MARC instance?
An instance record is considered as a MARC instance if its source is set to MARC. MARC instances are mostly imported into FOLIO by Data import or by edit using QuickMarc. In addition, to a copy of the record in FOLIO inventory storage, the MARC instances have also a MARC record stored in source-record storage that is the source of truth for the record. The MARC source record can be viewed in the Inventory app by selecting “View source” option in the Actions menu:
During Bulk edit, both FOLIO and MARC versions of the record will be updated based on the existing MARC to Instance mappings.
Identifying MARC instances for bulk edit job
Bulk edit of instance records can be triggered by building a query within the Bulk edit app or by submitting a file with a list of records identifiers (UUIDs and HRIDs).
Identifying records by building a query
To build a query, the user needs to navigate to the Query tab in the Bulk Edit app, select "Inventory - Instance" as the record type, and click the "Build Query" button.
In the query builder form, once the query is built and tested, clicking the "Run Query" button retrieves the entire list of matching records in bulk edit:
Identifying records by submitting a list of UUIDs
A list of instance record UUIDs can be generated from an Inventory search by exporting the UUIDs of records that match the search results:
After downloading the file with instance UUIDs, it can be used to initiate a bulk edit job by selecting "Inventory - Instances" as the record type and "Instance UUIDs" as the record identifier:
Editing Administrative data
As of the Ramson release, Bulk edit supports editing following the administrative data for instances:
Administrative notes
Staff suppress
Suppress from discovery (allowing to also suppress linked holdings and items)
Administrative data for both MARC can be edited the same way as for FOLIO instances by selecting “Instances and Administrative data” option from the Actions menu, under “Start bulk edit”:
Editing Administrative note
In the Bulk edit form, users will be able to:
Add a new administrative note
Remove all administrative notes:
Changing Administrative note to another instance note type is not supported and will cause an error.
Selecting “Find (full field search)” action will allow users to either remove a note with the matching text or replace it with new text:
Editing Staff suppress and Suppress from discovery flags
Both "Staff Suppress" and "Suppress from Discovery" can be set to either True or False. When setting "Suppress from Discovery," users can also choose whether the associated holdings and item records should be suppressed or unsuppressed:
Editing 5xx and 9xx MARC instance fields
MARC instances can be edited by selecting “Instances with source MARC (POC)” option from the Actions menu, under “Start bulk edit”:
In the Bulk edit form, users will be able to add a new field, append additional subfields or remove all specified fields:
Selecting “Find (full field search)” action allows users to append a new subfield to the field with matching text, remove the entire field, remove the subfield or replace the matched text with new text:
Previewing changes
Before committing the changes, users can preview them on the "Are You Sure?" form, where the changes are displayed. The table will be populated with Inventory data based on the existing MARC to Instance mappings. The entire MARC records with the proposed changes can be downloaded in .mrc format by clicking the “Download preview in MARC format” button:
Committing changes
Once the changes have been committed, a green banner will indicate the number of updated records. Users have the option to download these records in .csv format when editing FOLIO instances and in .mrc format when editing MARC instances.
In the event that errors are encountered during the saving process, these errors will be displayed on the screen within a separate "Errors" accordion. Furthermore, the details of these errors can also be downloaded in .csv format for review and analysis.
Reviewing logs of completed bulk edit jobs
For completed jobs, the Logs tab allows users to access the files generated during the bulk edit process. By default, these files are retained for 30 days, but this duration can be configured.
The files can be used for troubleshooting or for reverting changes if necessary.
Recordings
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